Delegate Manager 

Location: Leatherhead

Maternity Leave – one year fixed contract

Job purpose:

To create, manage and report on registration data using our current or client CRM platform and manage delegate communications.

Key responsibilities and accountabilities:

• Client Management

  • Support the Client team in the preparation of RFP & Proposals as required
  • Attend Client pitch/presentation as required
  • Attend Client meetings, calls and reviews on a regular basis or as required
  • Communicate changes to Client structure as and when relevant

• Project Registration/Operational Delivery Management

  • Delegate Management
    • Attend all ‘kick off’ meetings to ensure full understanding of project requirement and delivery timeframes
    • Plan and produce project timelines and milestones for delegate management using appropriate tools and internal process documents 
    • Ensure time frames for delegate management are specified and agreed with the project manager and external suppliers 
    • Manage personal, client specific, meeting specific shared inboxes 
    • Manage all delegate communications, ensuring responses to all delegate queries are actioned in a timely manner 
    • Manage communication of delegate status updates to clients in a timely manner
    • Manage ongoing communication of data to suppliers within project timeframes
  • Website Management
    • Ensure that you are proficient in the use of Cvent Event Management Software
    • Excellent attention to detail applied to all areas of website testing
    • Manage the checking and cleansing of all external data received from clients and/or suppliers
    • Manage and adhere to the processes necessary to accomplish goals and adhere to timelines in the most efficient and effective way
    • Accurately prioritize problems/initiatives in time-sensitive situations and work on multiple projects simultaneously
  • Data Management 
    • Manage all data obtained during the registration process ensuring checking and cleansing regularly throughout the lifecycle of the meeting 
    • Manage and update contact information stored within the CRM database and internal databases
    • Manage data in a sensitive and careful manor with excellent attention to detail
    • Abide by company policies and compliances’ around data protection and reinforce these where necessary
    • Manage & utilise all training and process documents, project plans and associated communication documents
  • Reporting
    • Manage client expectations with regard format/types of reports and frequency of the provision of reports
    • Manage and deliver status reports, progress reports & supplier reports as standard
    • Manage all templates ensuring all in place and have been set up by the DETM in accordance with client and supplier requirements
    • Test and sign off all reports that have been set up by the DETM
    • Set up additional reports (as required) during the lifecycle of the meeting
    • Ensure an understanding of client specific reports required for such purposes as internal auditing, TOV (Transfer of Value) reporting, HCP (Health Care Professional) reporting and data reporting
    • Finalise all post-event reporting for reconciliation purposes and collation of post-event survey results (if applicable)
    • Manage and ensure that reports are formatted as per the standard delegate management operating process and are password protected before sharing externally online
  • Supplier Relationship Management
    • Manage, Develop and maintain all supplier relationships
    • Work with suppliers to obtain best prices and best practice throughout all projects
    • Directly liaise with suppliers to provide data lists for applicable services

• Client Governance

  • Liaison with Governance Team to ensure all process documents are up to date and accurate
  • Ensure compliance with client and company SLA’s
  • Ensure compliance with all client and company privacy and security protocols
  • Ensure compliance with GDPR (General Data Protection Regulations) 2018 Regulations

• Budget reconciliation & finance management

  • Review and give final sign off to all client budgets ensuring:
    • Client SLA’s are taken into account
    • Profit maximization
    • Accurate charging of costs (supplier & expenses) to the budget
  • Review and ensure currency exchange is managed in line with financial updates and checked regularly
  • Ensure prompt reconciliation post-event (maximum 30 working days or client specific)
  • Manage and submit personal expenses and credit card reconciliations within timeframes specified

• HubPlanner

  • Input of timesheet activity on a weekly basis

•The Big Intimacy

  • Ensure personal conduct is consistent with touch values and live those values every day:
    • Team Player
    • Adventurous
    • Creative
    • Trusted
    • Courageous
    • Loyal

• General

  • Work collaboratively with Board, Peers and all teams to ensure effective delivery of all client projects
  • Attend company training days as and when required
  • Attend company meetings as and when required

Above all, we want somebody who will enjoy what they do, be a true team player and never be afraid to go the extra mile to exceed client expectations by adding a little bit of touch magenta magic.

Interested?

Please apply by sending your CV to Jackie Kanhai at jackie.kanhai@touchassociates.com with a cover letter outlining why you sparkle.